[REVISED: 9/15/22]

1. Home modification definition.
   Home modification means architectural changes and permanent installation of equipment that remove or reduce the impediment to employment, including inaccessible home entrance and primary living quarters.
   
   
2. Primary living quarters definition.
   Primary living quarters means one bathroom, client bedroom, and an eating area.  If the client lives alone, primary living quarters may also include the kitchen and laundry areas.  It does not include other areas where inaccessibility is a problem but not an impediment to employment, such as basement without laundry area, attic, family room or living room.
   
   
3. Case status.
   The counselor may only provide home modification under a Trial Work Experiences Plan or an Individualized Plan for Employment (IPE) if required for the client to achieve their employment goal. Consultation and both supervisor and district director approval are required when authorizing home modification (See Section 1A2). The counselor shall not (per 2016 Federal Regulation 34 CFR § 361.5(c)(41)) provide home modification as a Post Employment Service (PES) because it is a complex and comprehensive service. Before providing home modification, the case record shall document all home modification assessment requirements in Chapter 6.06, HOME MOD ASSESSMENT, have been met​.
   
   
4. Home Modification Assessment.
   Before the counselor includes home modification on the service plan, the case record shall (per 2016 Federal Regulation 34 CFR § 361.42(d)(1) and 2016 Federal Regulation 34 CFR § 361.45(b)(1) and 2016 Federal Regulation 34 CFR § 361.48(a)) document all requirements in Chapter 6.06, HOME MOD ASSESSMENT, Policy 1 for RS-33 Home Modification Assessment tool, Chapter 6.06, HOME MOD ASSESSMENT, Policy 2 for home modification assessment report, and Chapter 6.06, HOME MOD ASSESSMENT, Policy 3 for local building codes.  DRS staff shall not authorize home modifications that the counselor determines are not essential to removing the disability impediment to employment (such as a leaky roof).
   
   
5. Home modifications over once a lifetime.
   The district director must approve any home modifications beyond the first occurrence. Modifications must be necessary for the client to achieve their employment goal. For example, the counselor may make an exception supported by documentation that after the initial modification, a dramatic change in the disabling condition adversely affects the client's ability to obtain or retain employment, and the client requires home modification to remove the disability impediment to employment.  DRS staff shall not authorize home modifications that the counselor determines are not essential to removing the disability impediment to employment.  The case record shall documents that all home modification assessment requirements in Chapter 6.06, HOME MOD ASSESSMENT,​ have been met. 
   
   
6. Allowable architectural changes to home.
   The counselor may authorize architectural changes, such as, but not limited to, adding ramps and other structures to enter or exit the home or move about the primary living quarters; widening doorways; retrofitting a bathroom; modifying the client bedroom; lowering a counter top; and other modifications to an eating area and/or the kitchen. For a home under construction, the counselor may authorize non-architectural modifications (such as adding shower grab bars) recommended in the Home Modification Assessment Report, but DRS staff shall not authorize architectural modifications. DRS staff shall not authorize home additions (new permanent structures, rooms, or units) unless approved by the DRS rehabilitation engineer as the most cost-effective solution to removing a disability impediment to employment.  For example, the rehabilitation engineer may recommend the addition of an accessible bathroom when there is no bathroom in the home, or the addition is more cost effective to DRS than modifying/retrofitting a current bathroom.
   
   
7. Allowable equipment purchases for home.
   The counselor may authorize installation or modification of the following equipment when integral to the home modification project: telephones; and systems for plumbing, electrical, ventilation, heating, and cooling. Heating and cooling systems as the home modification itself shall be limited to the primary living quarters and shall require documentation that the current system is an impediment to employment and written documentation from a doctor that the need is medically necessary due to client disability. Otherwise, these systems are (per 2016 Federal Regulation 34 CFR § 361.5(c)(35)) normal homeowner expenses and homeowner financial responsibility, including clients exempt from consumer financial participation and regardless of the Client Financial Statement (RS-13) results.
   
   
8. Building code requirements.
   See Chapter 6.06, HOME MOD ASSESSMENT, Policy 3.
   
   
9. Homeowner insurance.
   Regardless of the Client Financial Statement (RS-13) results and client exemption from consumer financial participation, (per 2016 Federal Regulation 34 CFR § 361.5(c)(35)) the homeowner, not DRS, is responsible for adequately insuring the home and modification and paying the insurance premiums.
   
   
10. Rental property modification.
    The counselor may authorize modification to rental property where the client resides. Rental property is subject to the Fair Housing Act Amendments of 1988, not the Americans with Disabilities Act of 1990, and does not require the landlord to make the property or home accessible.
    
    
11. Homemaker cases documentation.
    For cases with employment goal or employment outcome of homemaker, the counselor shall document client homemaking skills before and after home modification and evidence (per 2016 Federal Regulation 34 CFR § 361.56) that the home modification and at least one other service on the Individualized Plan for Employment (IPE) substantially contributed to achieving the homemaker outcome.
    
    
12. Decor.
    The counselor shall not (per 2016 Federal Regulation 34 CFR § 361.5(c)(35)) authorize costs to decorate the home or modification, including clients exempt from consumer financial participation and regardless of the Client Financial Statement (RS-13 form) results. This is a normal homeownership expense and the financial responsibility of the homeowner.
    
    
13. Qualified vendors and contractor selection.
    See Policy 2 of this chapter.
    
    
14. Home Modification procedures.
    See Policy 1: Section A2 of this chapter.  For pre-bid conference, See Policy 3 of this chapter.
    
    
15. Change order.
    The counselor may authorize a change order only when needed to correct DRS work specifications.
    
    
16. Retrofitting.
    The counselor may authorize retrofitting of the DRS modification only when i) needed because the vendor followed DRS work specifications that were incorrect (such as when modifications do not meet building code), or ii) DRS accepts the modifications at inspection and later requests a change order. All other retrofitting and work necessary to meet DRS Scope of Work specification is at the expense of the building permit holder and is subject to additional DRS inspection.
    
    
17. Repair.
    See Chapter 8.08, REPAIRS, Policy 1.
    
    
18. Client training on use and care.
    The counselor may (per 2016 Federal Regulation 34 CFR § 361.5 (c)(8) authorize training the client or homeowner needs to use or maintain the home modification.  The client or homeowner shall successfully complete authorized training.
    
    
19. Ownership.
    DARS shall not retain title or ownership of the home modification, even if DRS is paying part or all of the cost.
    
    
20. Restoration to original state.
    DARS staff shall not authorize services to restore the modified home to the previous decor, state, or condition, even if the client moves or no longer needs the modification. The client is responsible for restoring it back to its original state if necessary.
    
    
21. Comparable benefits.
    Home modification, service maintenance contract, and extended warranty contract shall (per 2016 Federal Regulation 34 CFR § 361.53) be exempt from a search for comparable benefits.
    
    
22. Fee-based.
    
    
    1. Home modification, service maintenance contract, and extended warranty contract shall (per Federal Regulation 34 CFR § 361.54) be subject to consumer financial participation policy and Client Financial Statement (RS-13 form) results (see Chapter 14.3 FINANCIAL, Policy 1), including when provided under Trial Work Experiences Plan or Extended Evaluation Plan. 
        
    2. Change order or retrofitting costs due to incorrect DRS Scope of Work specifications are exempt from the RS-13 results.
       
       
23. Encumbering funds.
    Signed Scope of Work and Homeowner Agreement for Residential Modifications (RS-34 form) indicate client and homeowner commitment to proceed, and shall not financially obligate DRS to pay part or all of the modification cost.  Home modification shall be subject to DRS established purchasing policies and procedures (see Chapter 14.1, PURCHASING, Policy 1).   FOr S/I Code and fee schedule, see DARS Servcies Reference Manual, Other services, Home Mod category.
    
    
24. Lowest cost.
    For policies on lowest cost, add-ons, and upgrades, see Chapter 14.1, PURCHASING, Policy 6.
    
    
25. Client debts.
    For policy on consumer debts, mechanics liens on modifications, etc. see Chapter 14.1, PURCHASING, Policy 8.

[Revised: 3/1/14]

1. When considering complex home modifications or weighing different modification alternatives, the DRS rehabilitation engineer may require a pre-bid conference to ensure all parties have a clear understanding of the exact services needed.
   
   
2. The pre-bid conference is usually held at the home to be modified.
   
   
3. The counselor shall coordinate the date for the pre-bid conference with the homeowners (mandatory participants), client, DRS rehabilitation engineer who should attend to answer Scope of Work questions and approve any suggested changes, and occupational therapist if OT is appropriate.
   
   
4. The counselor shall invite all qualified vendors to participate in the pre-bid conference.  The notice must advise the vendors that only vendors attending the pre-bid conference shall be allowed to bid.
   
   
5. Any Scope of Work changes suggested during the pre-bid conference shall require i) written pre-approval from the DRS rehabilitation engineer that the recommended changes will effectively meet client VR needs and meet quality and safety standards and ii) client and homeowner to sign the change to document acceptance.